All That JazzThe Rhythms of Creating an

Academic-Public Library ILS ConsortiumALA Annual 2011

Alberta Comer & Tim Gritten

INDIANA STATE UNIVERSITY CUNNINGHAM MEMORIAL LIBRARY

A NEW ONLINE SYSTEM: WHY? Workflows and staffing

efficiencies

A NEW ONLINE SYSTEM: WHY?

Customer expectations

A NEW ONLINE SYSTEM: WHY?

Changing needs

Greater community cooperation

BUILDING A CONSORTIUM: WHAT WE HOPED TO GAIN

BUILDING A CONSORTIUM: WHAT WE HOPED TO GAIN

Lower the cost of an ILS purchase

BUILDING A CONSORTIUM: WHAT WE HOPED TO GAIN

Intended consequences

CONSIDERATIONS

Stakeholder buy-in

CONSIDERATIONS

Communication

CONSIDERATIONS

Be cognizant of the difficulties

CONSIDERATIONS

Project manager

Visits and test-drives

CONSIDERATIONS

BRINGING LIBRARIES TOGETHER

TECHNICAL ISSUES - TIMELINE

TECHNICAL ISSUES--PRODUCT

“Must” vs. “Should”

RFP

SWOT

COSTS

LEGAL COMPLEXITIES - MOU

http://www.flickr.com/photos/michaelheiss/2871996129/

CONTRACTUAL COMPLEXITIES

CONFIGURATIONS

CHANGE

http://www.flickr.com/photos/sidddd/2410693138/

OR

CHANGE

http://www.flickr.com/photos/rthunder/4880749254/

GOING FORWARD

CONSIDERATIONSMore than the bottom

line

CONSIDERATIONSA few more…

APPENDIX - 1

Creating a Memorandum or Understanding (from the Department of Homeland Security’s Guide)

Introduction– For what capability or resource is

this MOU being created?– What agencies are participating in

the MOU?– Why is this MOU necessary?– What agreements are set forth by

this MOU?

APPENDIX - 2

MOU: Purpose– What is the intended level of

command?– When will it be used?– How will it be used?

Scope– Who Will Use the MoU– What is the authorized user

command level for the capability/resource?

APPENDIX - 3

MOU: Definitions – What are the technical and

operational aspects of the capability/resource?

– Are there any community-specific terms or acronyms?

APPENDIX - 4

MOU: Policy– When can the capability/resource be

used?– When should the capability/resource

be considered for use?– Who has the ability to authorize use

of the capability/resource?– Are there operating procedures

associated with this capability/resource? Can specific procedures be referenced?

APPENDIX - 5

MOU: User Procedure Requirements– What are the training, exercise, and

equipment requirements associated with participating in this MOU?

– Are there any financial obligations that must be considered?

APPENDIX - 6

MOU: Maintenance– What are the maintenance

requirements associated with participating in this MOU?

– Who will own the licenses?– Who will maintain the equipment?

APPENDIX - 7

MOU: Oversight– What governance structure

oversees the use of this capability/resource and enforces all requirements of this MOU?

– Who is the chair of this governance structure and how is he/she appointed?

– What are the participation requirements in this governance structure of agencies entering this MOU?

APPENDIX - 8

MOU: Oversight (cont.)– How are issues affecting policy,

recommendations, and/or subsequent change implemented by the governance structure?

– What is the voting method within the governance structure?

– How do individual agencies establish oversight authority for the capability/resource?

APPENDIX - 9

MOU: Updates to the MoU– Who has the authority to

update/modify this MOU?– How will this MOU be

updated/modified?– Will updates/modifications require

this MOU to have a new signature page verifying the understanding of changes by each participating agency?

APPENDIX - 10

Timeline– When do you want to go live?– When must you sign a contract?– When must you complete the MOU?– When must you write the RFP?

APPENDIX - 11

RFP– Purpose– Definitions

APPENDIX - 12

RFP: Proposal Instructions– Submissions of Questions and

Proposals– Proposal’s Focus– RFP Schedule– Content of Vendor Response– Costs– Proprietary Information Agreement

(what can go into public record?)– RFP Process Conditions

APPENDIX - 13

RFP: Selection Process– RFP Evaluation– Vendor Presentations– Preferred Vendor (how identified)– Contract Negotiations

Background Information– Organization Overview– Goals of the Project

APPENDIX - 14

RFP: Vendor Information– Background– Experience– Products and Customers– Vendor Contacts– Training– Documentation

APPENDIX - 15

RFP: Technical Specification– Recommended system configuration– Database– Hosting Environment (if applicable)– Upgrade and Maintenance Process– Authentication and Authorization– Report Writing– Performance

APPENDIX - 16

RFP: Module Specifications– Base Bid– Optional Modules– Online Public Access Catalog (OPAC)

and/or Discovery Platform– Cataloging and Authority Control– Acquisitions and Serial Control– Circulation, Reserve, and Media

Booking

APPENDIX - 17

RFP: System Migration and Implementation– Installation– Migration– Customization– Licensing– Support and Maintenance– Upgrades

APPENDIX - 18

RFP: Reliability– Performance Statements– Cost Recovery

Costs– Itemization– Payment Options

APPENDIX - 19

Costs– How do costs compare to current

system before creation of consortium?

– Do the migration costs (with vendor and local labor) justify consortium?

– Are there any immediate savings (especially hardware)?

– Is there a political benefit that does not have a specific price tag?

QUESTIONS AND CREDITS

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